Tebra to HubSpot
Cloud EHR, practice management, billing and patient engagement platform for independent healthcare practices.
Tebra data can move into HubSpot, landing mainly in Sales Hub. 1 of 5 mapped objects move directly (Patients (demographics and contact info)); 3 items need manual work and 2 do not move. Plan roughly 2-4 weeks for a small move and 8-14 weeks for a large one.
Migration checklist for Tebra
Three phases, specific to this system. Tick steps off as you go.
Before
0 of 6 doneDuring
0 of 5 doneAfter
0 of 5 doneWhat will it take?
No price list: cost follows volume, custom objects and how much logic must be rebuilt. Answer four quick questions for a planning range.
The three scenarios
Small migration
under 5k contacts
CSV-based.
Mid migration
5k-50k contacts
Adds appointments and referral sources.
Large migration
over 50k contacts, multi-location
API extraction and a heavier compliance review.
What moves the number
Timeline ranges are planning estimates, not a quote. A partner confirms scope after discovery.
Access, mapping and limits
Start with how data leaves Tebra: what you need to get in, what lands in HubSpot, and what will not.
SOAP (Practice Management API, formerly the Kareo Integration API); a separate REST clinical patient-access API is also documented
Tebra user, password and CustomerKey for the SOAP API.
Practice admin or System Admin rights to run bulk clinical exports. One third-party index says the SOAP API is partner/administrator gated.
Choose your route
How will you move the data?
No native connector was found.
- You need: Tebra user, password and CustomerKey for the SOAP API.
- Permission: Practice admin or System Admin rights to run bulk clinical exports. One third-party index says the SOAP API is partner/administrator gated.
Native imports often bring over only some data, so check coverage per object in the mapping below.
Export each object, clean it, then import it into HubSpot.
- Patient Demographic Export report in the PM desktop app, saved as Excel or CSV
- Charges Export and A/R Aging reports as Excel or CSV
- All Appointments report exported to CSV or Excel
- Bulk patient clinical data export (XML Summary of Care files plus documents), one-time or recurring, under Practice Settings > Data Management
- SOAP API retrieval of patients, appointments, providers, encounters, charges and payments
Limits: To confirm
Migration and sync tools can move more than a plain import. Confirm which objects each one supports before you choose.
Best when volume is high, custom objects are many or automation is heavy. That is the Large scenario: 8-14 weeks, usually phased.
Talk to a partnerWhere each object lands
In Tebra
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Patients (demographics and contact info) | Contacts | yes | Available via the Patient Demographic Export CSV or the GetPatients API. Strip clinical and insurance fields before import. |
| Appointments | Meetings | partial | Appointments export to CSV and are available via API. Whether to load them as Meetings or as a custom object is a design choice, and HubSpot import behaviour was not verified. |
| Referring providers and referral source | Companies | partial | Referring-provider data appears in a Tebra report. Map it to a contact or company property, or to a custom object. |
| Charges, payments and encounters | Custom objects | manual | Financial and billing data. Out of scope under the analyst note unless explicitly permitted. |
| Clinical records (Summary of Care XML, documents) | Files | no | Retain in the EHR. Do not move into HubSpot. |
What to expect
Exported as XML Summary of Care files meant for another EHR, and the analyst scope keeps them out of HubSpot.
Tebra states bulk export is not available. It is exported per patient as HL7.
No documented Tebra consent field export was found.
Referral data comes via reports and has no direct HubSpot equivalent.
A third-party guide recommends confirming this with Tebra.
Whitelist fields, drop diagnosis and procedure columns, and confirm a BAA and HubSpot sensitive-data settings before loading.
Remove those columns before import.
Confirm which Tebra modules the practice uses.
Request credentials early, or fall back to CSV reports.
Data governance and compliance
Decide what is allowed to move before anything is exported. Tick each gate once it is agreed.
How we researched this page
How much to trust each section, and where it comes from.
Export paths and the SOAP API are backed by Tebra docs. No HubSpot-side docs were reviewed, and the HubSpot object mapping, connector status, rate limits, auth details, residency and certifications are not sourced.
Sources
Related migrations
Frequently asked questions
How do I migrate Tebra to HubSpot?
1. Identify which Tebra modules are in use (PM, EHR, Engage). 2. Define permitted fields and obtain compliance sign-off, including any BAA. 3. Confirm admin access to Practice Settings > Data Management and the Reports menu. 4. Request a SOAP API CustomerKey if API extraction is needed.
What data can move from Tebra to HubSpot?
These objects move directly: Patients (demographics and contact info). Check the mapping table for partial and manual items.
What does not move from Tebra to HubSpot?
Clinical notes, EHR records and treatment workflows and Bulk health surveillance (immunization) data. Plan to rebuild or retire these.
How long does a Tebra to HubSpot migration take?
Small (under 5k contacts): 2-4 weeks. Mid (5k-50k contacts): 4-8 weeks. Large (over 50k contacts, multi-location): 8-14 weeks. These are planning estimates, not a quote.
What access do I need to export from Tebra?
Tebra user, password and CustomerKey for the SOAP API. Practice admin or System Admin rights to run bulk clinical exports. One third-party index says the SOAP API is partner/administrator gated.
What compliance issues apply when moving Tebra data?
Check: Health data / PHI, Financial and insurance data and Possibly minors. Agree consent, retention and access rules before exporting.
Moving Tebra into HubSpot?
A network of 153+ tiered HubSpot partners and 1,800+ accounts of experience. Tell us what you are moving and which hub matters most.
Talk to a partner